RFQ 36C24824Q0841.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C24824Q0841 05/09/2024

Jessica Kiser 407-646-4006 05-16-2024

16:00 EDT

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System 13800 Veterans Way Orlando FL 32827

X 100

X

334510

1250 Employees

N/A

X

36C675

Department of Veterans Affairs Orlando VA Healthcare System 13800 Veterans Way

Orlando Fl 32827

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System

Department of Veterans Affairs Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

(877) 353-9791 (512) 460-5429

See CONTINUATION Page

Solicitation to Lease a Mobile MRI for the Orlando VA Medical Center, Orlando, FL.

Reference Statement of Work to quote in Section B.2.

See CONTINUATION Page

X X

X 1

36C24824Q0841

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE/ITEM INFORMATION

B.3 STATEMENT OF WORK (SOW)

B.4 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (FEB 2024)

C.3 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.6 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.7 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.8 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

C.9 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.10 VAAR 852.246-71 REJECTED GOODS (OCT 2018)

C.11 VAAR 852.247-73 PACKING FOR DOMESTIC SHIPMENT (OCT 2018)

C.12 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 AERIAL VIEW OF OVAMC MOBILE MRI LOCATION

D.2 MOBILE MRI LOCATION OVAMC

SECTION E - SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.3 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.4 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.5 52.225-2 BUY AMERICAN CERTIFICATE (OCT 2022)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer: Susan Rodriguez-Perez, susan.rodriguez-perez@va.gov Contract Specialist: Jessica Kiser, jessica.kiser@va.gov

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly in arrears.

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

https://www.fsc.va.gov/einvoice.asp

5. FSC MANDATORY ELECTRONIC INVOICE SUBMISSION INSTRUCTIONS: Contractors are required to submit payment requests in electronic form in accordance with the submission instructions below.

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

i. Vendor Electronic Invoice Submission Methods:

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

mailto:susan.rodriguez-perez@va.gov mailto:jessica.kiser@va.gov https://www.fsc.va.gov/einvoice.asp

a) VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

b) A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org)

ii. Vendor e-invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below.

a) Tungsten e-Invoice Setup Information: 1-877-489-6135

b) Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

c) FSC e-Invoice Contact Information: 1-877-353-9791

d) FSC e-invoice email: vafsccshd@va.gov

6. CONTRACT MODIFICATIONS: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and after advice and consultation with the point of contact has the authority to make changes that will affect contract prices, quantity, quality, delivery terms and conditions, or the term of the contract. In no event shall any understanding or agreement, modification, change order, or other matters in deviation from the terms of this contract between Contractor and a person other than the Contracting Officer be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Office.

7. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/ mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov

B.2 PRICE/COST SCHEDULE/ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

ESTIMATED

QUANTITY UNIT UNIT PRICE

ESTIMATED

AMOUNT

6.00 MO __________________ __________________

Mobile MRI Unit Rental (INCLUDES: Mobile MRI Unit, Trailer(s), transportation, set-up, implementation, training, full-service maintenance and repairs, replacement parts, and technical support) Reference Statement of Work to quote items.

Contract Period: Base POP Begin: 06/01/2024 POP End:11/30/2024 PRINCIPAL NAICS CODE: 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies MANUFACTURER PART NUMBER (MPN): None

12.00 MO __________________ __________________

Mobile MRI Unit Rental (INCLUDES: Mobile MRI Unit, Trailer(s) full-service maintenance and repairs, replacement parts, and technical support) Contract Period: Option 1 POP Begin: 12/1/2024 POP End:11/30/2025 PRINCIPAL NAICS CODE: 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment -

12.00 MO __________________ __________________

Mobile MRI Unit Rental (INCLUDES: Mobile MRI Unit, Trailer(s) full-service maintenance and repairs, replacement parts, and technical support) Contract Period: Option 2 POP Begin: 12/1/2025 POP End: 11/30/2026 PRINCIPAL NAICS CODE: 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment -

GRAND TOTAL __________________

B.3 STATEMENT OF WORK (SOW)

Mobile MRI Orlando VA Medical Center (OVAMC): Lake Nona

GENERAL INFORMATION

1. Scope of Work: The Government has a requirement for a firm-fixed price contract for an onsite full service Mobile Magnetic Resonance Imaging (MRI) Unit for the Orlando VA Medical Center located at 13800 Veterans Way, Orlando, Florida for base of six months and two twelve month options. This is a high priority of requirement because it impacts access to care for patients.

Cost shall be all inclusive to include mobile MRI unit, transportation, mobilization, training, full service maintenance and repairs, replacement parts, and technical support 24 hours-a-day, 7 days-a-week in accordance with the specifications incorporated here.

2. Background: The Orlando VA Medical Center is currently undergoing a construction project to install an in-house MRI system. While the construction is underway, a temporary solution in the form of an MRI trailer is required. This will enable physicians to continue providing patient care and minimize the referrals of veterans to the local community for MRI scans.

3. Period of Performance: The lease agreement is for a firm-fixed price contract with a period of performance of a base of six months with two twelve month options.

NOTE: The Government makes no guarantee that any options will be exercised. This is a supplemental lease of equipment until the facility completes a construction project of in-house MRI System in the Orlando VA Medical Center

4. Place of Delivery: The contractor shall deliver the Mobile MRI to 13800 Veterans Way, Orlando, FL 32827.

5. Definitions/Acronyms: Terms used in this contract shall be interprets as follows unless the context expressly requires a different interpretation. In case of a conflict of language between the Definitions and other sections of this contract, the language in this section shall govern.

a. Contracting Officer (CO): The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings.

b. Period of Performance (POP): A POP is the time between the start of a Federal award and the planned end date for completion of the work authorized by the government.

c. Veterans Integrated Systems Technology Architecture (VISTA): A Personal Computer (PC) based system that will capture and store clinical imagery, scanned documents and other non-textual data files and integrates them into patient’s medical record and with the hospital information.

d. VA Medical Center Picture Archiving and Communication System (PACS): A desktop and mobile application used to store, retrieve, present and share images produced by various medical hardware modalities, such as X-ray machines, computed tomography (CT) scans, magnetic resonance imaging (MRI) scans and ultrasound machines. The storage media for PACS can be online (cloud storage) or offline (on-premises).

e. Digital Imaging and Communications in Medicine (DICOM): A DICOM is a standard protocol to exchange, store, retrieve, print, process, and display medical images and related information across different systems and platforms.

f. Veteran Affairs Medical Center (VAMC): Unless identified with the name of a different VA medical center, for purposes of this contract, this term shall mean the Orlando VAMC.

g. MRI Exam acronyms:

i. IAC – Internal Auditory Canal

ii. TMJ – Temporomandibular Joint

iii. MRA – Magnetic Resonance Angiography

iv. MRV – Magnetic Resonance Venography

v. MRE – Magnetic Resonance Elastography,

vi. MRCP – Magnetic Resonance Cholangiopancreatography

CONTRACTOR REQUIREMENTS

6. Technical Requirements/Tasks:

a. Mobile MRI Specifications: The contractor shall provide a mobile MRI machine integrated in a large tractor-trailer, which can function as a scanning room. The MRI is a medical imaging test that uses magnetic fields and radio waves to produce detailed images of various internal structures of the human body. This imaging technology is non-invasive, meaning it does not require incisions and does not produce any ionizing radiation. The images obtained through an MRI scan can provide doctors with vital information to diagnose your medical condition and plan an appropriate course of treatment. These images can reveal the details of almost every internal structure of the body, including organs, bones, muscles, and blood vessels.

b. The MRI system shall meet or exceed the minimum requirements, specifications, and functions as stated below:

i. The equipment shall be a mobile 1.5 Tesla MRI scanner equipped with a magnetic shielding system to meet or exceed the manufacturer's requirement for the medical equipment's MRI system. The MRI system shall have an actively shielded magnet with a fringe field held entirely within the trailer.

ii. The equipment shall be able to perform all procedures typically performed at the medical center, these procedures include: MRI Brain, MRI Orbits, MRI IAC, MRI Pituitary gland, MRI Brain Perfusion, MRI Brain Seizure, MRI Face, MRI Sinus, MRI TMJ, MRA Brain, MRV Brain, MRI Soft tissue neck, MRA neck, MRV neck, MRI Brachial Plexus, MRI Clavicle, MRI Sternoclavicular joint, MRI Rib, MRI Scapula, MRI Pectoralis, MRI Breast, MRI Chest, MRI Cardiac, MRI Perfusion Cardiac, MRA Coronary arteries, MRA Chest, MRV Chest, MRI Abdomen, MRA Abdomen, MRE Abdomen, MRV Abdomen, MRI MRCP, MRI Female Pelvis, MRI Male Pelvis, MRI Prostate, MRI Rectum, MRI Anal Canal, MRA Pelvis, MRV Pelvis, MRI Shoulder, MRI Arthrogram Shoulder, MRI Humerus, MRI Elbow, MRI Arthrogram Elbow, MRI Forearm, MRI Wrist, MRI Arthrogram Wrist, MRI Hand, MRI Finger, MRI Hip, MRI Arthrogram Hip, MRI Femur, MRI Knee, MRI Arthrogram Knee, MRI Calf, MRI Ankle, MRI Arthrogram Ankle, MRI Foot, MRI Toe, Specialized Cardiac MRI.

iii. The MRI system shall have a primary magnetic field spatial gradient field strength mapped at the mouth of the bore, documenting a gradient falloff.

iv. Scanner system shall have a 50-centimeter (cm.) diameter bore or larger to accommodate bariatric patients.

v. The system shall have a weight capacity of no less than 500 lbs.

vi. The system shall have a minimum 48-channel system.

vii. All the following radiofrequency coils are required: Torso, knee, shoulder, “receive only” head/neck/spine, neurovascular, run/off, foot/ankle, wrist, elbow, cardiac, breast, prostate imaging, carotid, periphery vascular, extremity/flexible, transmit/receive, adjustable neurovascular head, whole body imaging, contour 48 channel.

viii. The system shall provide a comprehensive imaging and workflow system that gives physicians the tools to guide them through various assessments. These workflows shall include Neurology, Cardiology, Angiography, Body Imaging, Oncology, Orthopedics, Prostate MRI and Breast MRI.

ix. The system shall interface to the Hospital PACS, VISTA, and DICOM workflows.

x. Noise reduction technology

xi. Power conditioner as recommend by vendor.

xii. Universal Power Supply (UPS) – maintains full functionality of the system for a minimum of 10 minutes during a power outage.

xiii. Vectorcardiography (VCG) electrocardiogram (EKG), Respiratory, and Peripheral

Pulse grating/triggering

c. Ancillary Equipment:

i. One (1) MRI safe wheelchair with a capacity to lift a minimum 500 lbs.

ii. MRI safe power-injector.

iii. Built in patient lift with a capacity to lift a minimum of 1500 lbs.

iv. One (1) Wall-mounted ferromagnetic detector – purpose is to scan patients and personnel passing through Zone 2 and verifying that they do not have any metal items on them that could be affected by the MRI.

v. MRI Compatible patient monitor (including electrocardiogram).

d. Trailer Requirements: The contractor shall provide a 48-60 foot long, 10-12 foot wide, with one (1) or two (2) trailer configuration to be equipped as specified below:

i. Semi-trailer truck equipped with stabilizing shocks to prevent disruption of the machine.

ii. Shall be zoned as MRI Zone 2 through 4 with secure accessing between each zone.

iii. Large entry door, removable entry stairs, and a patient platform powered lift for easy access to trailer. Both points of entry have to enter into MRI Zone 2. The patient lift capacity shall be minimum of 1,500 pounds to accommodate the patient plus a stretcher, gated with safety guardrails and 75 to 90 inches wide.

iv. Two Patient dressing rooms in Zone 2: curtain, multiple area adjustable lighting, and lockable storage cabinets.

v. At minimum one patient bathroom in Zone 2, shall be ADA compliant.

vi. Ferromagnetic detector (single pillar) in Zone 2.

vii. Injection and Control room in Zone 3: storage cabinets, control room desk.

viii. Ferromagnetic detector (double pillar) in Zone 3

ix. Five-gauss exclusion zone in magnet room (Zone 4).

x. Include MRI Coil cabinetry in Zone 4.

xi. On board generator, heating, air conditioning and humidity control systems.

Generator unit shall be equipped with Air Pollution Control District in accordance with all local and state requirements.

xii. Telephone and data interface to connect with VA Medical Center telephone and IT/PACS Systems. MRI safe patient monitoring (camera) set up.

xiii. Electrical Power source shall be 480V, 3-phase at 150 amps, 60Hz, WYE along with a 50-foot cable with a male connector.

e. Footprint: Max Dimensions of each individual trailer are 12 feet wide by 60 foot long.

i. Note: If additional trailer is required to accommodate the specifications, then the max dimensions listed above is required.

f. Security/Connectivity Requirements:

i. OEM-supported operating system.

ii. Latest DICOM print, store commit and modality worklist

iii. Wireless connectivity to VA network – Compatible with 802.11b/g/n and FIPS 140-2 compliant.

iv. Encrypted hard drive.

v. PACS compatibility Philips Intellispace

vi. PACS compatibility VA VistA Imaging

7. Services: During the term of the contract, the contractor shall be required to provide the following services as specified below:

a. Contractor shall coordinate with the point of contact to deliver, set-up, connect and test unit on concrete pad by the OVAMC.

b. The Contractor shall provide adequate length electrical and data cables to reach VA connections on the outside of the building and shall be compatible with VA current power/data/phone connectors.

c. The Contractor shall be responsible for the set up and transportation of the Mobile MRI unit to and from the Orlando VAMC.

d. The Contractor shall furnish all labor, material and transportation for the verification of site suitability of planned locations.

e. The MRI unit shall be able to perform all procedures typically performed at the medical center, including specialized cardiac MRI.

f. The contractor shall provide the VA dedicated use of the MRI system twenty-four hours a day to include Saturday and Sunday as required by OVAMC.

g. The contractor shall provide full service and maintenance on the complete MRI unit in accordance with manufacturing recommendation and as required by OVAMC. This will include a complete and thorough inspection of the MRI quench pipe annually.

h. VPN/Remote Access: The vendor shall provide any and all equipment service programs, such as remote diagnostics, during the warranty period. The vendor shall provide post-warranty remote diagnostic service program as an “Add Option” with the offer. The system shall provide vendor remote diagnostics via VPN. The vendor shall either utilize the VA national site-to-site VPN or work with the Office of Cyber and Information Security and the VAMC Information Systems Security Officer to establish a client-based VPN.

i. Device compatible with Cerner Care Aware Multimedia (CAMM) Release 7.

j. System capable of transferring images and data to multiple modalities including the VA Medical Center Picture Archiving and Communication System (PACS), VistA imaging, and printers. Each location shall have different Internet Protocol address, subnet masks, Virtual Private Networks, etch. Original Equipment Manufacturer shall establish a network and printer connectivity at each site in coordination with local Healthcare Technology Management (HTM) and Office of Information Technology (OIT) Staff.

i. Note: Verification of connectivity shall be made by contractors prior to the start of patient procedures immediately following the award of this solicitation.

k. Warranty: The system and accessories shall be covered under the manufacturer’s warranty and shall include all parts and labor during the lease of the equipment. This warranty shall include preventative maintenance as required by the manufacturer. The manufacturer’s factory-trained field service representatives shall perform installation and maintenance during the warranty period.

l. Service and Operator Manuals: The vendor shall provide the following documentation for the proposed systems:

i. Two (2) copies of operator instruction manuals: one (1) electronic and one (1) physical copy).

ii. Two (2) copies of a service manuals: one (1) electronic and one (1) physical copy.

8. Site Preparation and Planning: Contractor shall provide an estimated project timeline from placing the order to complete implementation of the equipment. The contractor shall work with OVAMC staff on planning and executing installation of the Mobile MRI unit and removal upon contract expiration. The contractor shall coordinate with the HTM staff during this process.

a. The initial connection shall be provided by the contractor with coordination with HTM staff.

b. The VA will be responsible for maintenance of connectivity ports appropriate for linking the mobile units to power, computer network, and local-access phone/modem/fax as needed, after initial installation.

c. The contractor shall provide a telephone technology that will include one (1) line dedicated for direct access to the code emergency response line in the VA Clinic. The emergency phone line shall be a dedicated sole use line.

d. The Contractor shall be responsible for connectivity to connectivity ports located outside the VA Clinic facility at the site of the pad.

e. The Contractor will be responsible for connectivity from within the mobile units to the connectivity ports of the VA Clinic.

f. One (1) phone line will have access to long distance for reporting concerns issues to the contractor 24/7/365 service line.

9. Equipment Maintenance and Service: The Contractor shall throughout the period of the contract, maintain and service contractor-provided equipment. This will include service on the MRI equipment service to include parts for the mobile units, and on any peripherals required to insure connectivity to the VA Radiology Service PACS. No routine maintenance will be scheduled or performed such that it conflicts with the imaging schedules of the mobile MRI. No maintenance will be scheduled or performed during scheduled scanning hours except to address emergency failures of the mobile units.

a. Service response time to emergency failures shall be within two (2) hours and Services restored within twelve (12) hours.

10. Equipment removal: Contractor shall teardown and remove mobile MRI unit in its entirety at the completion of the contract or when the Government does not exercise the option, whichever comes first.

11. Contractor owned items: The Contractor shall be responsible for all maintenance, upgrades, updates, and servicing of Contractor owned equipment during the contract period. These shall be scheduled and coordinated to be performed with the Point of Contact.

12. Location of Equipment: The Contractor shall park the trailer equipped with the MRI system at the designated parking area at the pad to be installed outside of the Nuclear Medicine clinic at the Orlando VA Medical Center located at 13800 Veterans Way Orlando, FL 32827. Contractor shall contact the OVAMC Point of Contact for parking assignment information prior to parking the mobile MRI trailer. (Reference section D.1 Diagram)

13. Utilities and Government Furnished Materials provided by the VA:

a. Fiber reinforced concrete pad.

b. Power outlet located approximately 25 feet from the pad. Power requirements 480 volts, 3 phase, 150 amps, 112 kVA Russellstoll connector.

c. Water for MRI unit, and sewer drain.

d. Two (2) telephone line terminals located near the 480v power outlet.

e. One (1) computer terminal with VA Radiology PACS network access

f. Telephone instruments for the mobile unit

g. All supplies, including basic consumables and linens, required to perform the MRI examinations, contrast material and supplies.

h. Emergency crash cart with special oxygen tanks and regulators

i. One (1) MRI safe stretcher

j. All cleaning supplies.

14. Hours and Days of Operation: On-site services shall be performed between the hours of 07:00 AM to 5:30 PM, Monday through Friday, excluding federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. List of recognized Federal Government holidays are as follow:

New Years Day Dr. Martin Luther King’s Birthday Presidents Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

15. Delivery Schedule: Delivery and set up of the mobile MRI unit at the clinic shall be performed between the hours of 07:00 AM to 5:30 PM, Monday through Friday. (one or two possible weekend from 7:00 AM to 5:30PM).

a. Delivery shall be within thirty (30) calendar days from contract award to include all computers and network interfacing in full working order. Delivery and set up schedules shall be coordinated with the Point of Contact. The Contractor shall be responsible for the set up and transportation of the mobile MRI unit to and from OVAMC. The mobile MRI unit shall remain on OVAMC premises at all times during the contract period unless a request is made in writing to the Contractor to relocate and/or move the mobile MRI unit by the contracting officer. The Contractor shall be responsible for providing the first relocation and/or move request of the unit at No Cost to the Government. The cost associated with subsequent requests shall be the responsibility of the Government.

16. Installation Standards: The Contractor shall be required to set up and install the mobile MRI unit including the system equipment and all wiring in a safe and reliable manner to meet manufacturer’s specification for operation and conformance with local, state and federal regulations.

17. Safety And Fire Prevention: Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the Outpatient Clinic. The Contractor shall comply with all applicable Federal, State, and local safety and fire regulations and codes, which are in effect during the performance period of the contract. Contractor personnel shall follow applicable facility policies concerning fire/disaster programs.

When conducting any installation, maintenance or repairs, the Contractor shall display appropriate warning devices in all areas where operations may cause a traffic obstruction and/or personnel hazard.

Fire and safety deficiencies which result by the Contractor’s equipment or personnel shall be immediately corrected.

18. Training: Pre-launch performance shall be conducted on-site with the opportunity for the Orlando

VA Medical Center staff to confirm scanning processes and procedures and confirm connectivity.

a. On-site clinical applications training for six (6) technologists during go-live.

b. On-site follow-up clinical applications training for (6) technologists once technologists have hands-on experience with the system.

c. Off-site clinical applications training for (2) technologists (to include tuition).

d. Technologists who complete the clinical applications training shall receive continuing medical education (CME) credits.

e. Vendors shall be responsible for accommodating different personnel shifts for clinical applications training during go-live.

19. Instructional/Operatorial Manuals: Contractor shall provide two (2) copies of the instructional/operator manuals and two (2) copies of the service manuals to the Government at no additional cost. Digital copies are acceptable.

20. Access To Equipment: The Government shall permit Contractor representatives to enter the Orlando VA Medical facility to install, inspect, repair or prepare for the removal of equipment. Contractors and contractor representatives are expected to check in with the HTM department prior to starting work on any equipment. All preventive maintenance and/or repairs shall be conducted during normal business hours unless otherwise coordinated with the Contracting Officer or the designated POC from the VA facility.

21. Maintenance And Repair: The Contractor shall provide a telephone number for technical and service support to include service calls, technical assistance, maintenance and repairs. These services shall be provided at no additional cost to the Government and shall be available 12 hours-a-day, Monday through Friday by telephone. The Contractor shall be required to begin on-site emergency service repairs within 24 hours and non-emergency service within a 48 hour window after receiving such notification from the Government. If the request is made on a Saturday, Contractors shall be required to begin service repairs no later than Monday morning. The Contractor shall notify the Contracting Officer or the designated POC, when an emergency request for service or repair shall not be completed or resolved to Government satisfaction within 24 hours of receiving such request or notice. Requests for telephone support, if due to technical problems, require a response time of two

(2) hours from receipt of initial call. All parts and labor necessary to repair or replace any unsafe, worn, malfunction or defective equipment shall be furnished by the Contractor at no additional cost to the Government. Travel expenses incurred for maintenance and/or repairs shall not be reimbursed since the price quoted on the schedule shall be all inclusive.

a. The Contractor shall provide, in the space below, the name, location and telephone number of the office where service calls are to be placed:

Name:

Address:

Telephone No. Fax

Number:

At least one (1) fluent English speaking Contractor representative shall be required to come on site, if the VA staff requires any assistance with the Contractor equipment that cannot be handled by phone.

22. Contractor Point Of Contact: Contractor shall designate one (1) employee as the Point of Contact

(POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for Contractor on all matters relating to the daily performance of this contract. The POC may be a contract personnel performing under this contract. An alternate may be designated, but the Contractor shall notify the Contracting Officer in writing those times when the alternate shall act as the POC.

a. The Contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate upon contract award.

i. Point of Contact Name:

ii. Telephone Number:

iii. Alternate Point of Contact Name:

iv. Telephone Number:

b. The POC shall be available by telephone Monday thru Friday, between 7:30 a.m. to 5:00 p.m.

excluding national holidays.

c. The parties agree that the contractor’s personnel including POC and subcontractors performing under this contract shall not be considered VA employees for any purpose. They all shall be considered employees of the contractor.

23. Complaints: The Contractor shall promptly and courteously respond to complaints, including complaints brought to the contractor’s attention by the Contracting Officer acting as the common agent, or POC.

24. Quality Assurance: The Contractor shall be responsible for complying with all appropriate regulations and guidelines of The Joint Commission (TJC), OSHA, and/or any other pertinent federal, state, and local policies relating to the herein mentioned work or service.

a. The equipment shall be maintained in optimum operating condition to meet manufacturer’s specification for operation and performance. The Contractor shall replace worn or defective parts as required to maintain all equipment in optimum operating condition.

b. All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement of government-owned furnishings, fixtures, equipment and facilities. The Contractor shall report any damage observed or caused by the Contractor personnel to the COR. If determined to be at fault, the Contractor shall be responsible for repairs or replacement of government-owned items or facilities to previous condition.

GENERAL INFORMATION

25. Parking Policy: Parking information is available from the VA Police. It is the responsibility of Contractor personnel to park only in designated parking areas. The VA shall not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances.

26. Smoking Policy: Smoking is not permitted within or around VA Medical facilities, except in designated areas.

27. HIPPA/Security: The contract shall be subject to the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the Privacy Act of 1974. The contractor shall comply with all VA security policies and applicable confidentiality statutes, including 38 USC 5701, 38 USC 5705, 38 USC 7332, 5 USC 552a (Privacy Act), as well as 45 CFR Parts 160,162 and 164 (Health Insurance Portability and Accountability Act). Federal Acquisition Regulations 52.224-1 Privacy Act Notification and 52.224-2 Privacy Act are provided in full text in the Addendum to FAR clause 52.212-4. The Contractor is not authorized to release any medical record information. The VA is the sole entity authorized to release this information upon written request from the patient.

a. All hard drives that contain protected information will become the property of VA at the conclusion of the contract.

28. Employee Identification Badges: Contractor personnel shall wear VA provided identification badges at all times while on VA property and shall return the identification badges to the POC, or his/her designee, at the end of each service period.

B.4 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non- U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements.

VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the POC.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default "program files" directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/ subcontractor is to perform;

(1) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and

(2) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR.

h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

(1) "Operation of a System of Records" means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of…